TRAVELING AND DAILY ALLOWANCE RULES

1.0    OBJECTIVE

1.1     To define and lay down Company’s policy and rules on reimbursement of expenses incurred on official travel in India.

2.0    SCOPE

2.1     These rules shall cover all employees of the Company for journeys in India.

2.2     Deputationists in the Company’s service or Company’s employees on deputation outside shall be governed by the terms and conditions of their deputation.

2.3     These rules shall also cover trainees, candidates called for interview or any other person required to perform Company’s work, as specified.

3.0    DEFINITIONS

3.1     “EMPLOYEE” means person employed by the Company (including temporary employees, employees on consolidated wages and those on probation) but does not include part-time or casual employees.  Trainees will be treated at par with regular employees of equivalent status.

3.2     “FAMILY” means, employees wife or husband as the case may be, (not more than one spouse is included in the family) legitimate children (including legally adopted children and step children).  Parents (including mother or step mother as the case may be).  Minor brother (below 18 years).  Unmarried or widowed sisters.

Provided that they are dependant on and residing with the employee.

CHILDREN:  Also included major (18 years and above) sons, unmarried daughters and widowed daughters, dependant on and residing with the employee.

3.3     “DEPENDANT” for the purpose of these rules will cover a family member whose individual income from all sources does not exceed Rs.500/- per month.  Scholarship/stipend received by the children of employees will not be treated as income for the purpose of deciding dependency on the employee.

3.4     “PAY” means basic pay together with deputation pay, personal pay, special pay and non-practicing pay.  In the case of re-employed pensioners, pension plus pensionery equivalent, shall be treated as pay.

3.5     “DAY” for the purpose of calculating daily allowance is to be taken as the period of 24 hours from the scheduled time of departure from the headquarters in respect of any particular tour.

3.6     “TRANSFER” means movement of an employee from the headquarters to another station where he is posted.

3.7     A “TOUR” is a journey undertaken for Company’s work out of the headquarters where the employee is posted.  A tour will be deemed to have commenced from the scheduled time of departure of the mode of transport and shall and at the actual time of arrival of transport at the headquarter station.

4.0    TRAVELLING ALLOWANCE

4.1     An employee will be eligible for traveling allowance if journeys are undertaken for the following purposes:

(a)               Tour.

(b)               Appearing in Departmental examination, interview or selection test conducted by the Company.

(c)               Recall from leave.

(d)               Participation in sports/cultural events representing the Company.

(e)               Participation in training programmes, seminars and conference as nominated participant/faculty.

(f)                 Appearing in Court as jury, assessor, witness (only for Company’s work), departmental enquiry.

(g)               Receiving National Awards.

(h)               Appearing as prosecution witness on behalf of the State (including other PSUs).

(i)                 Employees of the Company appearing as accused/co-worker/assisting officer in Departmental/vigilance enquiry.

(j)                  Transfer.

(k)               Medical examination and/or treatment for any injury or sickness arising out of and in the course of performance of duty.

(l)                  Superannuation/retirement, journey of family in the event of death of employee, discharge/termination on medical grounds.

(m)             Appearing for interview for appointment in the Company.

(n)               Joining duty in the Company on first appointment.

4.2     Entitlement of employees in different pay scales for TA is as follows:

4.3     Further to Para 4.2, employees would be entitled to the following on travel:

(1)       Actual fare for journeys from residence/place of stay to railway station/ airport and vice-versa, and for journeys undertaken while on tour for official work, subject to the approval of the Controlling Officer.

(2)       Road mileage where the employees use their own vehicle for official work on tour at the touring station.

(3)       Reservation charges and other surcharges.

(4)       Cancellation charges if the journey is cancelled due to official reasons.

4.4     Executives covered under item (d) of Rule 4.2 may perform journey by road or rail or air at their discretion.  Other employees under normal circumstances shall undertake journey by rail, steamer as per entitlement.  However, they may travel by road, between locations connected by rail/air, or in a class higher than entitlement subject to the specific approval of the Competent Authority.  Travel by road between locations connected by rail/air should be limited to cases where such journeys can be justified on grounds of convenience, economy or time saving.

Note:  Price of petrol for the purpose of Rule 4.2 shall be the price current at Hyderabad.

4.5     An employee should travel by the shortest route.  He may travel by any other convenient route if approved by the Competent Authority.

5.0    DAILY ALLOWANCE

5.1     An employee shall be eligible for daily allowance if journeys are undertaken for official purpose such as :

(a)               Tour.

(b)               Appearing in Departmental examination, interview or selection test conducted by the Company.

(c)               Recall from leave.

(d)               Participation in sports/cultural events representing the Company.

(e)               Participation in training programmes, seminars and conference as nominated participant/faculty.

(f)                 Appearing in Court as jury, assessor, witness (only for Company’s work), departmental or vigilance enquiry.

(g)               Receiving National Awards.

(h)               Appearing as prosecution witness on behalf of the State.

(i)                 Employees of the Company appearing as accused/defence assistant/assisting officer in Departmental/vigilance enquiries.

5.2     Entitlement of employees in different groups is given in the Annexure.

5.3     When on tour DA (F&I) is regulated as follows:

(i)   Less than 6 hours                                                       : No DA is admissible

        More than 6 hours but less than 12 hours   : Half DA

        More than 12 hours and upto 24 hours                   : Full DA

       Note:  If the tour extends beyond 24 hours payment of DA for every completed period of 24 hours and fractions thereof shall be regulated in accordance with the above rates.

(ii)       25% of the DA rate (F&I) for Hotel or Guest House, as the case may be, if the employee is treated as Guest.

(iii)     25% of the hotel/guest house DA rate (F&I) where the employee is nominated for residential training at hotel/guest house, and boarding charges are not borne by the employee.

(iv)      Actual lodging charges if the employee stays in a hotel of the entitled or lower star ranking.

(v)        Actual lodging charges subject to monetary limits prescribed in Para 5.2 (Annexure) if the employee stays is either unstarred hotels or hotels of higher star ranking than entitlement.

(vi)      Guest house DA rate (F&I) for the actual travel time.  However, 50% of the above while traveling in trains offering free catering service.

(vii)    DA (i.e., lodging and F&I) for holidays during tour but not for leave during tour.

5.4             Where bills do no separately indicate rates for boarding and lodging 50% of charges shall be reimbursed towards lodging, subject to the ceiling prescribed.  Reimbursement of boarding charges shall be limited to entitlement.

5.5             Those employees who are entitled to avail single room in hotels may also avail single occupancy in double room, as per their eligibility.

5.6             Lodging charges may be reimbursed on production of bills even if the employee has to pay lodging charges for more number of days than for which DA is admissible under the TA Rules, on account of the checking in and checking out timings.  Inclusion or exclusion of breakfast in Hotel Bills will be ignored.

5.7             When on tour, an employee has to pay for hotel accommodation for the same day at two stations, hotel bills for stay in both the hotels may be reimbursed.

5.8             DA (F&I) will be admissible for a halt up to 30 days at any one time, halt beyond this duration at any station will require approval of the Chief Executive.  Full DA (F&I) will, however, be paid where halt beyond 30 days is approved by the Chief Executive.

5.9             For the purpose of Annexure to Clause 5.2, Delhi, Mumbai, Kolkata, Chennai, Hyderabad, Ahmedabad, Bangalore, Pune and Kanpur will be reckoned as “specified locations”.

5.10         Service and other charges levied by some hotels in addition to room rent charges may be reimbursed provided the room rent plus service charges are within the ceiling rates, specified in the Annexure to Clause 5.2.

5.11         When an employee stays in a hotel during tour and pays lodging charges to the hotel concerned, he may be paid daily allowance for food and incidentals at hotel rates for the period of his arrival at that particular station and departure from that station, instead of restricting the hotel rate daily allowance towards food and incidentals only for the actual timings of checking in and checking out at the hotel.

6.0    RECALL FROM LEAVE

Ta and DA for recall from leave will be paid only where the employee is recalled from leave with the approval of the Competent Authority.

7.0    TRANSFER EXPENSES

7.1     Travel Expenses:

An employee on transfer shall be entitled to reimbursement as follows:

(a)    Travel for self and family by the entitled class/mode as on official tour.

(b)    Reimbursement of actual fare for journeys from residence/place of stay to Railway Station/Airport and vice-versa.

(c)     An employee traveling in his own car on transfer will be paid as follows:

(i)  Actuals or entitled road mileage for self and family subject to a maximum of three road mileages, whichever is less where the journey is between two places not connected by rail/air.

(ii)  Actuals or entitlement by rail/air whichever is less where journey is between two placed connected by rail/air.

(d)    Reimbursement of two extra tickets by the entitled mode and class of travel for onward and return journey between the old and new headquarters, or actual, whichever is less, if additional travel is actually undertaken by the employee (and not the family) with prior approval, for shifting the family and/or personal effects.

7.2     Transportation of personal effects

An employee on transfer shall be entitled to reimbursement of actual expenses subject to limits as under, for transportation of personal effects by goods train.

7.3     Transportation of vehicle

An employee shall be entitled to reimbursement of transportation cost of his vehicle at railway risk, (one motor car, motor cycle, scooter or bi-cycle) as under:-

(a)        If transported by goods train; actual cost of packing and freight between the two stations.

(b)        If transported by passenger train, actual freight charges by the railways.

(c)         If transported by road by truck or under own propulsion, freight admissible, had the vehicle been transported by passenger train.

7.4     Transfer Grant

Transfer grant will be given to cover setting up of establishment and causing disturbance to the employee.  The amount payable will be one month’s basic pay plus DA.

8.0    TRANSFER/MISCELLANEOUS

8.1     Octroi duty, entry taxes, terminal taxes and insurance charges for transportation of personal effects/car will be paid on production of receipts.

8.2     Trainees, who are transferred during the course of training will be eligible only for single traveling fare and will not be entitled to the other transfer benefits.  However, those departmental candidates who have been selected as trainees and transferred will be entitled to transfer benefits only once when they shift their establishment.

8.3     If both husband and wife are employees of the Company, working at the same headquarters and are transferred within six months from one place to another only one of them will be entitled to transfer benefits as given under Rule – 7.

8.4     When an employee is transferred from one station to another, he will be entitled to joining time for six clear working days for preparation (in addition to Sundays/Holidays) and one day for travel per 400 Km. distance or part thereof in excess of 200 Kms.

8.5     In the case of air journey, journey time will be limited to the day of travel only.

8.6     If an employee reports at the new station without availing the complete joining time the difference between the entitled joining time/journey time and the actual time availed shall be credited to a special leave account which can be availed of by the employee, for the preparation mentioned in rule 834, within a year of reporting at the new station.  Joining time so credited to the special leave account cannot be encashed or availed for the purpose of LTC.

8.7     Where the transfer is within the same station and involves change of residence, joining time of one working day will be allowed and no journey time will be admissible.

9.0    T.A. FOR MEDICAL EXAMINATION/TREATMENT

9.1     Traveling allowance shall be admissible to:

an employee/any member of his family who is entitled to medical facilities under the rules of the Company an attendant to accompany the patient if recommended by the Company’s Medical Officer for medical examination/ treatment.

The attendant in authorised situation shall be entitled to reimbursement of TA as per entitlement of the employee.

9.2     Sometimes patients, after taking initial indoor treatment, are released and advised daily treatment/check up at the hospital as an OPD patient.  Examples are, Cobalt ray treatment for cancer, exercise/physical therapy after fixing an artificial limb, etc.  In such special cases, as advised by Director (M&HS)/Head of the Medical Unit, lodging charges for the patient only, limited to the monetary limits of lodging charges as per Rule 5.2 (Annexure) subject to production of bills, in case Guest House accommodation is not available, may be reimbursed.

10.0         COURT, DEPARTMENTAL OR VIGILANCE ENQUIRY

10.1         Any amount received from the court for attendance or boarding and lodging, etc., shall be refunded to the Company if TA/DA has been claimed from the Company.

10.2         If the departmental or vigilance enquiry, held at an outstation at the request of the employee, no traveling allowance and daily allowance shall be admissible.  In other cases TA/DA as on tour may be allowed for attending vigilance enquiries.

10.3         In respect of employees under suspension, TA/DA as on tour from Headquarters to the places of enquiry or from the place at which he has been permitted to reside during suspension to the place of enquiry, whichever is less at the rate admissible to him according to the grade to which he belonged prior to his suspension, may be allowed.

10.4         For appearing in court as accused, TA/DA will only be payable in such cases where the prosecution of the employee arises from acts committed, or purported to be committed in the bonafide execution of duties.  The decision whether t he prosecution has so arisen will depend upon the facts of each case and the discretion of the Chief Executive.

10.5         If an employee receives a transfer order while availing leave at a place other than headquarters, he would be entitled to joining time as admissible for transfer from the station where he is spending his leave for his headquarters, whichever is less.

10.6         Where an employee overstays joining time such period of overstay will be treated as extraordinary leave.  Authority competent to sanction transfer, may however, grant leave of the kind due in such cases on merit of each case.

11.0         TRAINING PROGRAMMES, SEMINARS AND CONFERENCES

11.1         Sponsoring of employees for specialized long duration training for 3 months and above, like DSW, worker teacher course conducted by Central Board for Workers Education will be treated as temporary posting.  They will be entitled to HRA, CCA as applicable at the duty station and 25% of the basic pay subject to a minimum of Rs.500/- per month for the period as a special allowance.

11.2         Executives will be entitled to the following entertainment allowance for the duration of the external training programmes, seminar/conference (and not for in company training programme).

Upto 6 days                           -           -           Rs. 100/-

7 – 14 days                            -           -           Rs. 200/-

15 days & above                   -           -           Rs. 300/-

For external training programmes club or alumina fee on actuals will be reimbursed.

12.0         FINAL SETTLEMENT

12.1  On

      (i)   Superannuation/retirement including voluntary retirement,

         (ii)   Death of the employee and

         (iii)   Discharge/termination of the employee on medical grounds,

the employee and/or his family will be entitled to reimbursement as per Rule 7.1, 7.2 and 7.3.  The journey should commence within six months from the date of retirement/termination or death or within such extended time as may be approved by the Chief Executive/MD.  Final bills should be submitted within one month from the date of completion of journey.

13.0         TRAVEL ON INTERVIEW

13.1         Candidates called for interview from outstation for appointment to Executive posts in the Company would be paid the entitled fare corresponding to the post for which they are being interviewed.  Candidates called for interview to all other posts will be paid single second class fare.

13.2         Where a candidate travels by road between two points not connected by rail, he will be reimbursed actuals or the rail fare by the appropriate class for the road distance involved, whichever is less.

13.3         Managing Director may, at his discretion allow D.A., including lodging charges on the merits of individual cases.

13.4         If an employee receives any travel expenses or daily allowance from a professional body/institution for attending a training programme, seminar etc., he shall refund the amount to the Company if he claims his traveling and daily allowance entitlement from the Company.

14.0         ADVANCE FOR TRAVELING ON TOUR/TRANSFER, ETC.,

(a)         An employee proceeding on journeys on tour or transfer may be granted advance to meet traveling and other expenses.  100% advance towards TA/DA, as the case may be, may be granted.

(b)         Employees on transfer shall be given advance not more than two months pay before the date of commencement of the journey.

(c)          Employees who want to shift their family member to the place of settlement for personal reasons would be allowed to draw advance for purchase of tickets six months in advance of the date of retirement in respect of their family members.  Other permissible expenses will be reimbursed on submission of actual bills.

(d)         An employee shall be required to submit the traveling allowance bills on completion of journey.  If the bill is not submitted within one month, the advance sanctioned shall be recovered from his salary.

(e)         An employee on transfer may be allowed a salary advance not exceeding two months pay.  The advance shall be interest free and recoverable in 12 equal monthly instalments from the salary of the employee.

15.0         RULE MAKING POWERS

15.1         The Managing Director may in individual cases relax the Rules.

15.2         The Company reserves to itself the right to modify cancel or amend any of these rules without prior notice.

16.0         TENURE

These rules shall come into force with effect from 01.01.1998 and shall supersede all the rules and regulations, orders, instructions, issued earlier in this regard.

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ANNEXURE

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